Vendor_Questions.docx

1. When will contract award by made?

Contract award will be made approximately 1 week after the solicitation close date.

1. What clearance, if any, is required for employees working on this event?

Employees will be given contractor passes to enter the base. Once an award is made employee names, DOBs, Driver’s License numbers, and SSNs will be requested.

1. Will Airmen be available to assist in setting up chairs and tables?

McConnell AFB Airmen will be available to assist with event set-up.

1. What is the earliest date/time for access to the facility to prepare for this event?

This will depend on when active operations in the hangar and on the flight line will be paused. Most likely, the earliest the contractor will have access to the hangar is the day prior to the ceremony.

1. Is the Public WiFi requirement for 100 users or 100 devices?

100 users.

1. Would it be possible to get a site visit prior to activity?

Once contract award is made, the contractor may schedule to conduct a site visit. Availability will depend on normal operations. A site visit will not be held prior to the solicitation due date.

1. Could the date be moved into November to allow additional time to ensure a high-quality, high-impact delivery?

The KC-46 arrival date has been pushed to 16 November 2018, which is still an expected date. It has the potential to be delayed further. Any change in ceremony date will be driven by Boeing’s delivery of the aircraft and is outside McConnell AFB’s control.

1. Who is writing or preparing the program for this event?

The Air Force public affairs office is preparing the program. They should be available for reference about a week before the event.

1. Is there a minimum or preferred size for the screen?

1. Should the television be LED or some other format?

There is not a preferred size or type of the screens, just that they be visible for the entire audience to see.

1. Is there a preferred height for the stage drape?

The stage drape should approximately extend from the stage to the floor.

1. Is the vendor responsible for recording the event or only for providing the equipment?

Air Force public affairs will record the event.

1. Is there a catwalk available for hanging camera equipment or would you prefer floor stands?

There is not a catwalk; equipment should use floor stands.

1. Will cameras require lift equipment?

The government does not require lift equipment as long as they can adequately view the ceremony without any obstruction of view.

1. We understand that the date for this event is still flexible. When will a firm date be known and what type of window will the contractor have in advance of the ceremony?

The current expected date is 16 Nov 18. If the date changes again, the contractor will have no less than 2 weeks notice before the event.

1. Please provide the dimensions for Building 1126 and specify the location of the bleachers.

See “Bldg 1126 Drawings” attachment to the RFQ.

1. Is 3 phase power available at the main stage area and numerous single-phase circuits available in this building?

There are several outlets in each hangar but extension cords will be needed.

1. Please define what type of recording equipment will be required?

USAF Public Affairs owns equipment. Contractors are not providing recording- only screens, lighting, projectors, staging.

1. Will band need to have individually mics or as a whole?

Group mics for the band and the choir will meet the requirement.

1. What type and how much power is available?

There are several outlets in each hangar but extension cords will be needed. There is just standard power outlets in the hangar.

1. Please clarify if you require one (1) or two (2) risers for the band/choir and specify how many chairs for the band?

One riser will be sufficient for the band. The choir can stand for their part. The riser will need to be moved before the dinner event though. There will probably be roughly 24 chairs for the band.

1. Regarding the large truss and drapes – what would you estimate as the required height and width of the truss?

Maybe used as a stage back drop now but that could change. 20 feet high by 120 feet in length.

1. What will be the height of the 6- 50ft drapes for media area?

15 feet in height should be sufficient.

1. Regarding the standup lighting – please clarifying how much additional lighting will be required?

HMI 1000-2000 thousand watt lighting for ceremony- enough lighting so that speakers will not be washed out by natural sunlight behind them.

1. What type of existing lighting is in the buildings and will it be used to supplement the standup lighting?

There are several overhead lights that light the hangar daily. The issue is the lighting may not be enough to video with the sun coming in from the flight line.

1. Will all overflow areas need standup lighting?

No.

1. Per SOW item 4: The assumption is that the winning offeror will need to provide internet access via a commercial Internet Service Provider (ISP) and not a connection supplied by the USAF/ Department of Defense Information Network (DODIN) – is this correct?

Yes, this is correct.

1. If a commercial ISP is required, are there specific site access or USAF/DoD technical requirements that must be met? If yes, please provide these requirements.

No, there are no additional technical requirements.

1. Is the WiFi/Internet access for the convenience of invited guests/attendees to connect their mobile devises? Or, will it be used for more bandwidth intensive uses such as streaming video?

Convenience of the invited guests; intensive video streaming is not required.

1. What types of devices are expected to connect to the WiFi/Internet? For example, will it be mobile devices only (phones/tablets), PC/MAC computers, or a combination?

There is an expectation for a combination of laptops and mobile devices.

1. Will WiFi/Internet coverage be required in any spaces outside of Building 1126? If yes, please provide square footage of the outside area(s) expected to be covered by the WiFi/Internet signal.

No, WiFi is not required outside of Bldg 1126.

1. Is AC power available for use in Building 1126 and any outdoor area(s) to support the WiFi network equipment?

Standard AC power is available for use.

1. Would it be better if contractors put 4 screens in the ceremony room and only 2 in the first overflow room?

The placement of the screens and other equipment may be moved during set-up, however the amounts will not change without an ammendment being posted to the solicitation.

1. How many pieces will be in the band?

Estimate of 30-40 band members; will need one riser and approximately 24 chairs.

1. Is the vendor responsible for providing all 3,600 chairs for the event?

Yes.

1. What is the preferred amount of cameras needed?

USAF Public Affairs owns equipment. Contractors are not providing recording equipment. SOW ammended to remove ambiguity.

1. The large truss and drapes for the reveal of the KC-46 meant to span the height and length of the hangar door?

Maybe used as a stage back drop now but that could change. 20 feet high by 120 feet in length.

1. In the Audio/Visual Performance Requirement of the SOW, we count 6 screens in #5, 8 screens in #6, and 1 large screen in #7, for a total of 15 screens capable of 3,600 people/chairs viewing them. On the diagram, we only count 10 relatively small screens if they are indicated by blue triangles? Can you give some clarification as to numbers, location and sizes of screens to accomplish your goal? Specifically, can you tell us how many screens are required in the main ceremony hangar, the middle hangar and the right overflow area?

The diagram for the seats and equipment is one potential arrangement that was discussed before the drafting of the SOW. The contractor must provide the amount/types of equipment specified in the SOW and be flexible about the location/set-up, as this is subject to change. The screen sizes should be large enough when spread throughout the hangar that the ceremony be visible to the entire audience.

1. What do the blue triangles indicate if not TV screens?

The blue triangles are screens. The layout of the ceremony is subject to change, but the total number specified in the SOW will not.

1. The RFQ requests that one large TV (in #7 under AV requirements) is to be used for a presentation.

TV will be used by the presenter as a visual aid. It will be facing the audience. The location will depend on the preference of the presenter and the final stage layout decision.

1. Describe the “reveal process” for the unveiling of the KC-46 Pegasus.

Weather permitting, the KC-46 Pegasus will be outside the hangar behind the main stage. The plane should be large enough that equipment does not will not obstruct the viewing. Drape should be approximately 20 feet high by 120 feet in length.

1. Will the exterior hangar doors be open in the three hangars for the event?

Weather permitting, only the hangar door behind the stage will be open.

1. Is wind on drapes and weather in November a concern?

If weather is an issue, the hangar door will not be open and the plane will be moved inside the hangar before the ceremony.

1. Are there solid walls between each of the three hangers? Are they “floor to ceiling”?

There are not walls inbetween the hangar sections.

1. Where are the media areas located and do six (6) 50’drapes enclose all sides?

Stage locations, to include the media area, are subject to change. The drapes will most likely not cover the back of the area.

1. Where is the dinner area?

The dinner area is currently planned to be in the section of the hangar furthest from the main stage.

1. Where will the bleacher sections be located?

a. Can we substitute different bleacher configurations (30, 40 or 80) if total seating remains at 400 seats?

The bleachers will be located behind the seats in each section of the hangar. Different bleacher configurations may be used if they are uniform/look professional and the total amount of seating remains unchanged.